Question 1

Do these staff numbers include setup and breakdown time?

Accepted Answer

The 'Event Duration' should ideally cover the time staff is actively working the event. It's a common practice to add 1-2 hours to the actual event time for each staff member to account for pre-event setup (briefings, station prep) and post-event breakdown (clearing, cleaning).

Question 2

What does 'Support Staff' typically include?

Accepted Answer

Support staff, or bussers, are crucial for larger events. They assist servers by clearing tables, refilling water glasses, and helping to reset between courses. For buffets, they help maintain the cleanliness of the buffet line and guest tables. They are the backbone of an efficient service team.

Question 3

How should I adjust the 'Guests per Server' ratio for a cocktail reception?

Accepted Answer

For a cocktail reception with passed hors d'oeuvres, you generally need fewer servers than a plated dinner. A ratio of 1 server per 25-30 guests is a good starting point. If you have multiple food stations that require manning, you might need to treat those like 'support staff' or add to your server count.

Question 4

Is it better to have more staff for a shorter time or fewer staff for longer?

Accepted Answer

It depends on the event's flow. For a short, high-intensity event (like a 1-hour cocktail party), having more staff is critical to serve everyone quickly. For a longer, more relaxed dinner, you can manage with fewer, well-organized staff. This calculator helps you see the direct cost trade-offs of those decisions.

Question 5

Should I include myself (the owner/manager) in the chef count?

Accepted Answer

If you are actively cooking and managing the kitchen during the event, then yes, you should include yourself and assign an appropriate hourly wage. This ensures your labor is properly costed into the event. If you are only supervising, your time might be considered administrative overhead rather than a direct event labor cost.

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Event Staffing Guidelines

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